Secretary, Director of CTE @ Marshall Center

Secretary, Director of CTE @ Marshall Center

Internal employees:
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Primary Purpose:

Under moderate supervision organize and manage the routine work activities of a central administrative department by providing clerical support to the director or department head and other staff members and to assist the smooth and efficient operation of the school office so the principal may devote maximum attention to the education program for the campus.

Qualifications:

Education/Certification:

• High school diploma or GED
• Qualifies for state paraprofessional certification

Special Knowledge/

Skills:

• Knowledge of school district organization, operations, and administrative policies
• Excellent organization, communication, and interpersonal skills
• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor
• Ability to multi-task numerous complex administrative activities
• Ability to maintain accurate and auditable records
• Basic math skills and accounting principles
• Effective communication and interpersonal skill.

Experience:

• Five (5) years' experience as a secretary preferred
• Alief experience preferred

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare correspondence, forms, reports, manuals, purchase orders, payment authorizations, and presentations for the department head and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain all necessary attendance documentation and records for substitute teachers.
• Monitor the overall building maintenance.
• Maintain compensatory time documentation.

Accounting

• Perform routine bookkeeping tasks and maintain department budget records.
• Prepare and process department/campus purchase orders and payment authorizations.
• Order and maintain inventory of office supplies and program equipment.
• Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
• Complete purchase orders as needed.
• Prepare and make cash deposits for activity account(s). Responsible for maintenance of activity check registers and ledgers.

Clerical Support

• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Maintain a schedule of appointments and make travel arrangements for department staff.
• Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Receive, sort, and distribute mail and other documents to department staff.
• Collect, sort, and deliver mail.
• Assist in organizing materials and facilities for meetings and record and distribute minutes.
• Place, receive, and screen telephone calls and record messages.
• Check-in and direct distribution of warehouse/outside vendor and UPS deliveries.

Other

• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.
• Maintain an appropriate level of technology competence to meet the current and future needs of Alief.
• Implement alternative methods of instruction as needed.
• Perform other duties as assigned.

Supervisory Responsibilities:

None
Evaluation

Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of Non-Instructional Paraprofessional Personnel.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including computer and peripherals

Posture:
Standing, prolonged sitting, occasional kneeling/squatting, bending/stooping, pushing pulling, and twisting

Motion:
Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching; may also require climbing stairs and reaching over head

Lifting:
Moderate lifting and carrying (up to 15 pounds);
May require occasional heavy lifting and carrying (15-45 pounds)

Environment:
May work prolonged or irregular hours; possible district wide travel; all campuses are temperature controlled with hard surface floors

Mental Demands:
W…